Reminder of timings
- Workshops and Wildcard sessions – 60 minutes. Any questions or final discussion/summary should aim to start at least 10 minutes before the end.
- Presentations – 25 minutes each, with a 10 minute break in between. Be strict! Ideally 20 minutes to present and 5 minutes for questions after each one (the break is a break, not time for running over).
- Lightning talks and resource showcase – 60 minutes. The timings are allocated by the Conference Committee and are communicated to the presenters beforehand.
If you are chairing one of these two sessions, we’ll send you the appropriate details as well.
What is a chair expected to do?
1. Set up the room*.
For both the online and in-person days, please arrive in the Zoom meeting or the physical room at least 5 minutes before the session is scheduled to begin.
a. On Zoom**:
i. Assign co-host status to the presenters and ask them to share their slides.
ii. If you are chairing a session with two papers, be aware that the second presenter may not join until the break.
* If you have a technical issue, you can contact the CC via the Conference Whatsapp group to which you will be added prior to the conference.
** Note that the Zoom meetings will be set up by the CC in advance of the conference and we will ensure that you are able to join the meeting as the host.
b. In-person:
i. Ensure the presenters have their slides loaded onto the computer or laptop in the room.
ii. If you are chairing a session with two papers, both presenters need to arrive before the session starts to load their slides. The second presenter may then opt to join a paper in another room and return during the break.
*If you have a technical issue, you can contact the on-site University of Portsmouth tech support or flag down a member of the CC for assistance. CC members will be identifiable via purple lanyards.
2. Manage the room.
Make sure everyone is settled and paying attention, preferably, when you get started. If it’s a workshop, have participants spread out evenly across tables.
a. On Zoom: you will be the room host. Please log in before the session starts – participants will be able to join before the host.
i. Be aware that if a Zoom session is running long from the parallel session before, starting your session (if it’s using the same account) will end the previous session. We want to avoid this, so keeping to time in Zoom meetings will also be key.
ii. Record the session if the presenter(s) is/are happy for you to do so. Please record to the cloud, not to your desk top.
iii. Ask delegates to keep themselves muted when not speaking to avoid feedback.
3. Manage the presenters
Make sure you’ve got everyone present who’s supposed to be, and that they have everything they need. Introduce them to the room.
a. On Zoom: Give co-hosting status to the presenter(s). For online workshops, check to see if they will need you to set up breakout rooms.
4. Manage questions
Keep track of hands going up; close it down if it looks like running on too long. Try to have a simple question on standby in case no one else asks anything.
a. On Zoom: Depending on the presenter’s set up, they may not be able to see the chat, so keep an eye on questions coming up in the chat.
5. Keep to time!
Agree with presenters how much warning you will give them (5 minutes and then 1 minute is standard). Be firm if necessary. Presentation time starts when the presenter is introduced.
a. On Zoom:
- Please provide the 5 minute and 1 minute warnings verbally.
- Make sure to wrap up the session at the end of the parallel session slot – if the meeting overruns, it may be abruptly ended by the next session starting.
b. In-person:
- Please provide the 5 minute and 1 minute warnings using the signs provided at the conference.
REMEMBER: you run the room. Don’t be shy about bringing it to order; that’s what you’re there for!